DGA. Personnel Records and Privacy

POLICY

A.
Personnel records will be maintained containing information on each college
employee to meet state and federal legal requirements and to assure efficient
personnel administration.

B. Notification
of Changes. Changes of address, telephone number and/or family status
(births, marriage, death, divorce, legal separation, etc.) must be reported
immediately to the Human Resources Department, as an employee's income tax
status and group insurance may be affected by these changes.

C. Files
Access. Access to personnel files is restricted to authorize employees
of the Human Resources Department, the office of the Vice President for Finance
and Administration and members of the College Executive Council. Supervisors
and all other employees may be granted access on a "need to know"
basis as determined by the Director of Human Resources. Personnel files are the
property of South Plains College and may not be removed from the Human
Resources Department.

D. Information
Requests and Employment References. Requests for information from
employee files received from other departments and inquiries from outside the
company, including requests for references on former employees, will be
directed to the Human Resources Director. Supervisors and other employees are
prohibited from providing personal or employment references on ex-employees or
current employees.

PROCEDURE

A. Personnel
File Contents. When an employee is hired at the College, a personnel
file will be established generally containing the following information:

1.
Application for employment and related hiring documents such as resumes and
course transcripts.

6. Medical
records, documents necessary for the administration of company benefit
programs, and any investigators information will be kept in a separate
confidential file. I-9 forms are also kept in a separate file. These files may
be examined only by appropriate officials conducting an investigation.

B. Examination
of an Employee's Personnel File. Inspection of an employee's personnel
file may be accomplished at reasonable times during office hours under the
following conditions:

1. Employee.
Employees may examine their files up to two times per year, at reasonable
times, and upon prior 24 hour notice submitted to the Director of Human
Resources. This review will take place in the Human Resources Department with a
Human Resources Department employee present. Employment references and notes of
legal or disciplinary investigations in progress, if any will be removed before
the employee views the file. Employees may obtain a copy of documents in the
file that contain their signature. The College may charge a reasonable copying
cost for all copies made.

2. Government
Inquiries. The College generally will cooperate with federal, state
and local government agencies investigating an employee if the investigators
furnish proper identification and proof of legal authority to investigate.
However, the College may first seek advice of legal counsel. The College may
permit a government investigator to review a personnel file on company
premises, but the investigator will not be allowed to remove or reproduce this
information without consent from the Director of Human Resources or the President
and/or the College’s attorneys.

C. Information
Requests and Employment References. If employees wish the College to
verify information requested by outside sources for credit or other purposes, a
release form with the employee's signature must accompany the request.
Employment references on former employees will be provided by the Human
Resources Director as follows:

1. References
with Written Approval: Salary history, job chronology and performance
information may be released with written approval of the employee or
ex-employee. This information will be released in writing and a copy retained
in the employee's personnel file.

2. Written
Inquiries: If the request for information is in writing, salary
information will be verified in addition to the above. This verification will
be in writing and a copy retained in the employee's file.

D. File
Retention. Originals of personnel records will be maintained by the
Human Resources Department and retained for five years after an employee's
separation date.

South Plains College does not discriminate on the basis of race, color, national origin, sex,

disability or age in its programs and activities.

The following person has been designated to handle inquiries regarding the non-discrimination policies:Vice President for Student Affairs, South Plains College1401 College Avenue, Box 5, Levelland, TX 79336, 806-894-9611